HomeMy WebLinkAbout20161821.tiffRESOLUTION
RE: APPROVE BUDGET MODIFICATION TO 2009 CONGRESSIONAL SELECT GRANT
AND AUTHORIZE ELECTRONIC SUBMITTAL
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Budget Modification to the 2009
Congressional Select Grant between the County of Weld, State of Colorado, by and through the
Board of County Commissioners of Weld County, on behalf of the Sheriff Office, and the
U.S. Department of Justice, commencing upon full execution of signatures and ending September
30, 2016, with further terms and conditions being as stated in said budget modification, and
WHEREAS, after review, the Board deems it advisable to approve said budget
modification, a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Budget Modification to the 2009 Congressional Select Grant between
the County of Weld, State of Colorado, by and through the Board of County Commissioners of
Weld County, on behalf of the Sheriffs Office, and the U.S. Department of Justice, be, and hereby
is, approved.
BE IT FURTHER RESOLVED by the Board that the Clerk to the Board be, and hereby is,
authorized to electronically submit said budget modification.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 15th day of June, A.D., 2016.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST:dj�,Q;t/% V •JeLLo;ci
Weld County Clerk to the Board
APP
oun y Attorney L !1 j ' �;
Date of signature: —7/ t 1 f GO ICo
EXCUSED
Mike Freeman, Chair
Sean P. Coin ay, Pro -Tern
ulie A. Cozad
CUSED
rbara Kirkmeyer
Steve Moreno
cc..: (3k,G CPC), . oC RS)
'7/ tf c tco
2016-1821
SO0037
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW/ WORK SESSION REQUEST
RE: 2009 Congressional Grant
DEPARTMENT: Sheriff's Office: Crime Lab DATE: 5/20/2016
PERSON REQUESTING: Ronald Arndt, Crime Lab Director
Brief description of the problem/issue:
oCi\t'e
When this Congressional Select grant was submitted there was a request for $46,200 to be used under the
category of Consultant Fees. As the timing of the building construction played out and the requirement for a
NEPA was required the buildings designed was completed before the money was allowed to be spent. As a
result the $46,200 was not used. In order to allow for payments to be made up to the close out date of
September 30, 2016 I am requesting that a GAN be submitted to transfer all but $1.00 from G.
consultant/contracts to H. Other costs. This would maximize our ability to spend funds from the grant all the
way to the closing date.
What options exist for the Board? (Include consequences, impacts, costs, etc. of options)
Authorize the submission of a GAN to allow for a budget modification. Allow for the final quarter (July,
August and September) of the grant to pay O & M costs.
Not approve the request. We will need to begin spending money from each agency sooner than anticipated by 3
months at a cost of $8,000 to $ 10,000 per agency.
Recommendation:
Recommend authorization to submit a budget modification GAN to transfer $46,199 from G.
consultant/contracts to H. Other costs
Approved for Submission by Sheriff Reams:
Approve
Recommendation
Mike Freeman. Chair
Sean P. Conway
Julie Cozad
Barbara Kirkmeyer
Steve Moreno
Schedule
Work Session
Other- Comments:
2016-1821
FY2009 Congressional Selected Award
2009-DI-BX-0263
Northern Colorado Regional Forensic Laboratory
BUDGET MODIFICATION NARRATIVE
The Northern Regional Forensic Group (NRLG) has pursued grant funding to assist in a
programming and design concept and also a construction planning and implementation to bring
about the creation of a forensic laboratory in the Northern Colorado region. The development of
this facility, the Northern Colorado Regional Forensic Laboratory (NCRFL), will require
resources, consultants and advocates to ensure a facility to truly tit the needs of the Northern
Colorado communities. This strategy not only allows for proven methods to be employed &
baselines to be established, but allows for a responsible approach to the project to ensure it is
well -planned, value engineered and ultimately -- successful.
This methodology is well -tested. Many state organizations provide a Phase (1) scope that allows
for Programming and Master Planning that can then serve as a benchmark for the future
implementation/Phase (2) of the project to include construction and operation. This allows fi)r
the upfront planning that can aid and abet successful navigation throughout the project's
lifecycle and serve as a common thread throughout the project's duration.
Management and staffing will he clearly connected to the Project Design and will include both
Full-time and outsourced, contract employees to assist with the design. implementation and
realization of the project - pre -operation. The Pre -Operation Staff will consist of the Laboratory
O2(./lo /L
Director, representatives from the Northern Colorado Regional Lab Group's Board of Directors,
and a team of external consultants, well versed in grant based projects. Post -operation, a team of
skilled and full-time experts will manage the operation and facility to achieve its highest purpose
and goals.
A. Personnel: $ 0.0
No funding is requested for this category at this time.
B. Fringe Benefits: $0.0
No funding is requested for this category at this time.
C. Travel: $ 0.0
No funding is requested for this category at this time.
C. Equipment: $ 0.0
No funding is requested for this category at this time.
E. Supplies: $0
Narrative:
No funding is requested for this category at this time.
F. Construction: $0
Narrative:
No funding is requested for this category at this time.
G. Consultants/Contracts: $1
Consultant Fees:
Narrative: By the time the NEPA was completed in 2013. there was no longer a need to hire a
tirm to complete the Programming and Design Concept as well as the Construction Planning &
implementation. No money was spent using this category. The lab manager along with the
company contracted to build the building worked to design the building and months before the
NEPA was completed and funds used came from Weld County.
H. Other: $499,999.00
Narrative: The lab has been operational since September of 2013. Since that time the lab has
achieved IEC: ISO 17025 accreditation for all disciplines with in the laboratory. Once the facility
has been built there will be annual operating costs linked to maintaining the facility. The lab has
received and processed over 5,721 cases accounting fir 23,3 15 items since that time. We have
provided ease of access to the lab for local agencies, cutting down on travel time for submitting
cases as well as a quick response for high profile cases. A vehicle bay has also allowed for ease
of processing vehicles and bulky items of evidence for Weld County Sheriff's Officers.
The lab is expecting, with the rapid growth in the Northern Colorado Region, a steady increase in
crime and with it the accompanying increase in submissions to the lab. With growth up and
down the front -range of Colorado this lab will continue to he a necessary facility offering
services for all in the Northern Colorado region.
Below are the expenditures for the past two and 3/4 years and the expected costs for the
remaining months, up to September 30, 2016. Please refer to GAN 20, an approved (4/25/2015)
no cost extension, in which a note regarding this request was made.
r DESCRIPTIONS
MAINTENANCE
2013 2014
2015 3/31/2016
Direct Buildings and Grounds
IB & GI Maintenance cost
based on 137 work orders
ravel time for maintenance
$ 11,356.93 I $ 19,223.65
Parts and Supplies
See above
See above
Operations Overhead for B &
G operations
$ 2,808.00
urglary system monitoring
rut system monitoring
Custodial Services
Crash Services
$ 11,303.20
$ 5,746.03
See above
See above
$ 2,808.00
See above
See above
See above See above
$ 2,808
$ 0 $ 113 $ 2,901
$0
$0
$ 10,526 $ 24,952.76
$0
$ 228
$ 22,100
$0
$ 4250
$ 0 $ 336.38
~UTILITIES
Water
$ 813
$ 822
$ 6,646.36 $ 17,373.04 $ 17,535.11
$ 3,456.90
E lectrical $15,931.41
PHONE SYSTEM $ 15,617.70
DATA AND CABLING
TOTAL
$ 5655.18
$ 0.00
$ 13,132.68
$ 4,742.85 $ 5,533.37 $450.06
$47,388.41 $ 44,632.94
$ 5,207.14
$ 998.00
$ 31,679.17 j $ 33,250.31
$0
$ 11,801.76
$ 0.00 $ 0.00
$ 71,998.48 $ 149,615.26
TOTAL SPENT UP TO 3/31/2016
$ 0.00
$ 140,876.93 $ 41,637.67
Anticipated Quarterly costs are expected to he 545.000 per quarter.
$ 404,128.34
Indirect Costs: $0
No funding is requested for this category at this time
FY2009 Congressional Selected Award
Northern Colorado Regional Forensic Laboratory
BUDGET SUMMARY
Budget Category
A. Personnel
B. Fringe Benefits
C. Travel
D. Equipment
E. Supplies
F. Construction
G. Consultants/Contracts
H. Other
I. Indirect Costs
TOTAL PROJECT COSTS
Federal Request
Non -Federal Amount
Amount
$
S
0.00
0.00
0.00
$ 0.00
$ 0.00
0.00
$ 1.00
$ 499,999.00
$ 0.00
500,000.00
$500,000
$ 0.00
We are requesting the following changes be made.
I Budget Category
Current Modification
Approved
A. Personnel S 0.00
B. Fringe Benefits
0.00
0.00 S 0.00
C. Travel
S 0.00
S
0.00
0.00
0.00 S 0.00
D. Equipment S 0.00
0.00 S 0.00
E. Supplies S 0.00 S 0.00
F. Construction S 0.00 S 0.00
G. Consultants/Contracts S 46,200.00
H. Other
Indirect Costs
TOTAL PROJECT
COSTS
S 0.00
0.00
(46,199.00) S I.00
454,800.00 S 46,199.00
0.00 i S 0.00
5000,000.00
499,999.00
S 0.00
0.00 S 5000,000.00
OMB Approval No. 1121-0188
Expires 5-98 (Rev. 12/97)
Budget Detail Worksheet
Purpose: The Budget Detail Worksheet may be used as an aide to assist you in the
preparation of the budget and budget narrative. You may submit the budget and budget
narrative using this form or in the format of your choice (plain sheets, your own form, or a
variation of this form). However, all required information (including the budget narrative) must
be provided. Any category of expense not applicable to your budget may be deleted.
G. Consultants/Contracts - Indicate whether applicants formal, written Procurement Policy or
the Federal Acquisition Regulations are followed.
Consultant Fees: For each consultant enter the name, if known, service to be provided, hourly
or daily fee (8 -hour day), and estimated time on the project. Consultant fees in excess of
$450 per day require additional justification and prior approval from OJP.
Name of Consultant Service Provided Computation
Owner's Representative Pre -Project Estimated to be
$75 per hr/NTE $450 per day Planning/Management $7500 for Pre -Construction
Based on approximately
100 hours of work.
Program Manager Program Development
$65 per hr/NTE $450 per day
Estimated to be
$4500 for Program
Based on approximately
70 hours of work.
Architect/Design Team Schematic/ Design Estimated to be
$85 per hr/NTE $450 per day Development/Renderings $25,000 for SD/DD/Concept
Based on approximately
160 hours of work and the
cost of the final renderings.
LEED Manager Preliminary LEED Study
$75 per hr/NTE $450 per day
Estimated to be
$5000 for Prelim LEED Study
Based on approximately
60-70 hours of work.
Subtotal $42,000
Consultant Expenses- List all expenses to be paid from the grant to the individual consultant in
addition to their fees (i.e., travel, meals, lodging, etc.)
Item
Location Computation
Cost
Reimbursables Northern Colorado Estimated to be 10% of consulting
such as cost of fees as noted above
scheduling/holding
meetings & travel
Subtotal $4200
Contracts: Provide a description of the product or services to be procured by contract and an
estimate of the cost. Applicants are encouraged to promote free and open competition in
awarding contracts. A separate justification must be provided for sole source contracts in
excess
of $ 100,000.
Item Cost
None awarded at this time...the above consultant fees will go out for bid.
Subtotal $0
TOTAL
$46200
H. Other Costs - List items (e.g., rent, reproduction, telephone, janitorial or security
services, and investigative or confidential funds) by major type and the basis of the
computation. For example, provide the square footage and the cost per square foot for rent,
and provide a monthly rental cost and how many months to rent.
Description Computation
Cost
Building Operational Costs for the first two years. Based on 25-30,000 sqft and
This will include grounds maintenance, electricity, water, costs from comparable sites,
and other costs associated with daily operation. estimated to be 226,900 per yr.
Any overage incurred in these first two years will be the
responsibility of the Northern Colorado Regional Lab Group.
TOTAL $453,800
Budget Summary - When you have completed the budget worksheet, transfer the totals for
each category to the spaces below. Compute the total direct costs and the total project costs.
Indicate the amount of Federal requested and the amount of non -Federal funds that will support
the project.
Budget Category Amount
A. Personnel N/A
B. Fringe Benefits N/A
C. Travel N/A
D. Equipment N/A
E, Supplies N/A
F. Construction N/A
G. Consultants/Contracts $46,200
H. Other $453,800
Total Direct Costs $500,000
Indirect Costs N/A
TOTAL PROJECT COSTS $500,000
Federal Request $500,000
Non -Federal Amount
' RE : BUDGET MODIFICATION ( 2009 -DI -BX-0263 ) NORTHERN COLORADO REGIONAL
FORENSIC LABORATORY
ATTEST : �� G ' � ' � BOARD OF COUNTY COMMISSIONERS
Weld C t Clerk to the oard WELD COUNTY , COLORADO
BY� � �
Deputy CI k to the B � ean P . Conway , Pro - Tem
�s�� � JUN 1 2096
APPROVED AS TO � ND PPR ,ED AS TO SU STANCE :
;
� � �L
Controller Elected Officia { or Departmen Hea
RPP VED A TO FORM : � � � � �
� Director of General Services
.
County Attorney
�a � � r / �o��
Jennifer Fuller
From: Ronald Arndt
Sent: Tuesday, May 31, 2016 3:30 PM
To: Jennifer Fuller
Subject: FW: another pass around
Attachments: 2009 congressional grant pass around budged modification.PDF
This was the other pass around I was referring to earlier.
NOTE: My office phone number has recently changed
Ronald E Arndt, Lab Director
Northern Colorado Regional Forensic Lab
2329 115th Ave, Greeley CO 80634
Office (970) 400-3638
Mobile (970) 590-1902
FAX (970) 304-6447
From: Ronald Arndt
Sent: Friday, May 20, 2016 5:24 PM
To: Steven Reams; Donnie Patch
Subject: another pass around
This pass around has to do with the $46K in a different category in the 2009 Congressional grant. It needs to be moved
to the Other costs so we have funds to get us to closing September 30, 2016.
Please review and forward to Jennifer Fuller.
Thanks
NOTE: My office phone number has recently changed
Ronald E Arndt, Lab Director
Northern Colorado Regional Forensic Lab
2329 115th Ave, Greeley CO 80634
Office (970) 400-3638
Mobile (970) 590-1902
FAX (970) 304-6447
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